Compliance with the RSL NSW Act 2018 is primarily a matter of internal governance and reporting. The steps below are practical for the board and management.
1. Board composition , Ensure the board has between three and ten directors. At least one but not more than two must be independent directors (s 5(5)). The independent directors must never have been a member of RSL NSW (any class) in the previous five years. Obtain a statutory declaration from each independent director confirming no membership in that period. For elected directors, verify that they are service members under the Constitution and that elections are conducted in accordance with the Constitution with each service member having one vote (s 5(3)-(4)). Maintain a register of directors with their eligibility status.
2. Pecuniary interest register , Establish and maintain a document (register) for recording disclosures made under s 12(3). At the start of each board meeting, require directors to state any pecuniary interests. Record particulars in the register. Make the register available at all reasonable hours for inspection by any person upon payment of a reasonable fee determined by the board. The fee should be set by board resolution and published. Decide on a maximum fee that does not unduly restrict access.
3. Conflict management , When a director discloses a pecuniary interest that appears to raise a conflict, the board must determine whether the director may be present or vote on the matter (s 12(4)). The director in question must not participate in that determination (s 12(5)). Document the board’s determination in the minutes. Even if the determination allows participation, remain alert to the manifest conflict.
4. Remuneration , Before setting director remuneration, have regard to: (a) the specific role of each director, (b) remuneration paid to directors of comparable organisations, and (c) any prescribed matters (s 13(2)). Commission a benchmarking study or obtain data from similar veterans’ organisations or charitable entities. Document the reasoning in a board paper. Ensure the total remuneration is not “manifestly excessive” (s 13(3)). Review annually.
5. Financial year and accounts , Determine the financial year by board resolution (s 8(5)). Keep proper accounts and records (s 7(2)). Prepare annual financial statements in accordance with Australian Accounting Standards (s 8(2)(a)). Arrange an independent audit in accordance with Australian Auditing Standards (s 8(2)(b)).
6. Annual report , Within six months of the end of each financial year (or longer if the Minister allows), prepare an annual report containing the audited financial statements, the auditor’s report, information on how each director’s remuneration was determined, and any other prescribed information (s 8(2)). Forward it to the Minister. Make copies publicly available at no cost (s 8(4)). Publish on the RSL NSW website.
7. Cenotaph and Anzac Memorial , Ensure RSL NSW exercises its guardianship role. Nominate a custodian for each memorial to the City of Sydney and the Trustees of the Anzac Memorial Building (ss 9(2), 10(2)). Document the nomination. The custodian may lay informations for offences; ensure the custodian is briefed on their powers.
8. Delegations , If the board decides to delegate functions, do so by formal resolution specifying the delegate, the function, and any conditions (s 11). Maintain a register of delegations. The power of delegation cannot be delegated.
9. Constitutional amendments , Any amendment to the RSL NSW Constitution must be registered with the Registrar-General by an instrument certified under the seal of RSL NSW (s 15(1)). Ensure the seal is affixed in accordance with the Constitution. Keep a certified copy from the Registrar-General as conclusive evidence.
10. Sub-Branch incorporations , If a sub-Branch wishes to incorporate as a company limited by guarantee, require board approval before any action is taken. Only if approval is given does the stamp duty exemption apply (s 15A). Document the approval. Advise the sub-Branch to obtain independent legal advice on the incorporation process.
11. Document authentication , Ensure that documents requiring authentication by RSL NSW are signed either by two directors, or one director and an employee authorised by RSL NSW to sign that document (s 14). Maintain a list of authorised employees and the types of documents they may sign. Avoid using the seal if not required.
12. Service of documents , Specify an address and email address for service of documents (s 16). Publish these on the website and in correspondence. Accept service by post, leaving at an office, email, or other method authorised by regulations.
13. Monitor regulations , Check for any regulations made under s 17 that may prescribe additional matters, fees, or requirements. Also monitor amendments to the Schedule.
14. Record keeping , Retain all board minutes, registers, annual reports, auditor’s reports, and constitutional amendments indefinitely. The public access right for the pecuniary interest register means it must be available on demand.
15. Training , Provide directors with a copy of the Act and a summary of their duties under s 12 (disclosure), s 13 (remuneration), and general fiduciary duties. Independent directors should understand they are not members but have full voting rights.